People Strategy, Equity, and Culture

Lead Contract Specialist

TITLE: Lead Contract Specialist

CLASS: Classified

EXEMPT STATUS: Non-Exempt

GRADE: 23

JOB SUMMARY

Under the direction of the Associate Vice President of Finance, develops written specifications for Invitations to Bid Formal Solicitation Documents and writes standard contracts or agreements utilizing models or templates. Organizes and implements the timely procurement of a broad spectrum of goods and services to serve the students and staff of the college campuses. Extensive personal contacts are required with college staff and representatives of commercial firms. Highly developed communication skills are required to negotiate and consult with vendors and managers, and to comprehend technical language, confer, analyze and write in an objective, logical manner. Incumbent is expected to function independently in accordance with college and state statutory requirements, subject to supervisory direction and review. Responsible for responding to work situations with minimum guidance or direction. This classification may perform budget and data analysis and have lead responsibilities over classified staff.

DISTINGUISHING CHARACTERISTICS

This classification is distinguished from the Contracts Specialist classification by the requirement to work with a very high degree of independence and discretion, involvement with more complex and challenging assignments such as budget and data analysis, and serving as lead worker over classified staff.

TYPICAL DUTIES AND RESPONSIBILITIES

  1. Develops written specifications for Invitations to Bid including the terms, conditions and procurement specifications.  Ensures compliance with OSHA, DEQ, State of Oregon Electrical Inspection regulations, Wage Determinations for construction contracts, and other state and federal requirements. Makes determination as to the need for consultation with others in the college and other agencies to ensure that equipment and/or services ordered will meet all required regulations.
  2. Serves as lead worker; trains, mentors, and coordinates the day-to-day activities and oversees the work of classified staff. May participate in hiring processes and provide input into the performance evaluation process.
  3. Solicits potential sources of supply and conducts bid openings. Analyzes and coordinates the evaluation of bids received for compliance to specifications, price, performance, availability, shipping, extended cost benefit, and warranty. Determines most advantageous offer and makes recommendation to committee for award.
  4. Writes standard contracts or agreements utilizing models or templates. In consultation with college personnel translates program or department requirements into contract terms. Reviews vendor and/or department contracts and agreements for compliance with requirements, regulations and specifications. Prepares award documents based on Board resolutions. Conducts post-award orientation with bidders as required.
  5. Reviews purchase requisitions submitted by various departments college-wide, utilizing knowledge of statutory laws, Oregon Administrative Rules governing public contracting and college policy. Establishes priorities and determines best method of procurement to ensure efficient, effective and timely delivery of services and/or goods.
  6. May coordinate the college’s contracts administration program. Trains, guides and assists users with contracting transactions and maintains pertinent records.  
  7. May coordinate the college’s purchasing card program. Trains, guides and assists users with purchase card transactions and maintains pertinent records.
  8. Establishes and maintains vendor and product information files. Updates as needed.
  9. Uses computers to input data, retrieve information and complete and monitor activities. Uses variety of software in the performance of these duties.
  10. Provides technical assistance to college staff on procurement matters in a timely manner in order for them to fulfill their obligations to students and other college population.
  11. Serves as a liaison with contractors, consultants and vendors, providing procedural and procurement information relating to inclusion on the college bidders’ mailing list and as a potential supplier in the college Emerging Small Business Program.
  12. Assists in the research, investigation and development of procurement guidelines for the college. Prepares procurement reports as needed.
  13. Participates in training of college staff relating to purchasing procedures.
  14. Works closely with accounting and financial staff to ensure validity of accounting information and fund availability.
  15. Interacts regularly with College Distribution Services  personnel regarding arrangements for receiving, storing and shipping merchandise/materials.
  16. May be responsible for monitoring and implementing departmental policies and procedures when needed.
  17. Performs other related duties as assigned.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is performed in a standard office environment. Position involves sitting for extended periods of time while working at a computer terminal. Learned physical skill is required to perform keyboarding and 10-key functions.

MINIMUM QUALIFICATIONS:

High school diploma or equivalent; AA degree in Business/Accounting with course work in purchasing, inventory management, government procurement or business retail management. Experience performing the duties described above may substitute for the degree requirement on a year-for-year basis.

Three years of progressively responsible experience in public sector procurement, with direct involvement in the development, negotiation, and administration of contracts in accordance with applicable statutes, administrative rules, and organizational policies. 

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

  • Oregon State purchasing statutes and other governing regulations;
  • Applicable local, state and federal laws and regulations;
  • Departmental processes and policies.

Skills in:

  • Leading, training, and coordinating the work of others in a team environment;
  • Using a computer and various software packages;
  • Using a 10-key calculator;
  • Organizing and keep records;
  • Explaining terms, concepts and technology in plain language;
  • Researching and locating information related to internal and external organizations using online and other sources;

Ability to:

  • Comprehend technical language and to confer, analyze, and write in an objective, lucid manner;
  • Interact positively with staff and the public in order to enhance effectiveness and to promote quality service;
  • Effectively communicate both in writing and verbally;
  • Work independently and prioritize multiple tasks and adapt to needed changes

 

NEW:  June 2025